EXECUTIVE ADMINISTRATIVE ASSISTANT

GLS US GROUP; Irvine (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

GLS US GROUP in Irvine, California is seeking an experienced Executive Administrative Assistant to support the President and Executive Leadership Team. This role requires exceptional judgment and discretion in a fast-paced logistics organization.

The ideal candidate will manage complex calendars, coordinate executive travel, and handle confidential information. Candidates must have a minimum of 10 years of experience supporting executives, strong organizational skills, and proficiency in Microsoft Office.

Qualifications

• Minimum 10 years of experience supporting a President/CEO and Executive Leadership Team.
• Exceptional organizational, time-management, and multitasking skills.
• Experience in logistics, transportation, or operations-driven organizations.

Responsibilities

• Provide full-spectrum executive administrative support to the President and Executive Leadership Team.
• Manage complex calendars and schedule meetings across multiple time zones.
• Draft, review, and manage high-level correspondence, presentations, and reports.

Skills

Organizational skills

Time-management

Written communication

Verbal communication

Tools

Microsoft Office

Collaboration tools

Job description

Description

GLS Group is one of the largest parcel services providers in Europe, with a strong local presence in almost all countries across the continent. It also operates through wholly owned subsidiaries in Canada and on the USA’s West Coast within one GLS network. This allows GLS to seamlessly connect its customers and communities with millions of parcels and stories every day. GLS’ network connects its markets with high velocity and flexibility to respond to their fast-changing and dynamic nature. The company provides high quality service tailored to its customers’ needs across more than 50 countries. The GLS network consists of over 120 hubs and more than 1,600 depots, supported by more than 36,700 vans, light vehicles and walkers, and 6,400 trucks. This offers network resilience, superior flexibility, and extended reach. In 2024/25, GLS generated record revenues of 5.9 billion euros and delivered 926 million parcels across the markets. For more information, visit www.gls-group.com.

Requirements

Primary Function

The Executive Administrative Assistant provides comprehensive, high‑level administrative and operational support to the President [CEO] and Executive Leadership Team of a fast‑paced logistics organization. This role requires exceptional judgment, discretion, organization, and professionalism. The ideal candidate is highly experienced, proactive, and comfortable navigating complex priorities, executive‑level communication, and sensitive matters. This position serves as a trusted partner to executive leadership, ensuring seamless day‑to‑day operations, effective communication, and strong coordination across the organization.

Essential Functions & Responsibilities

• Provide full‑spectrum executive administrative support to the President and Executive Leadership Team
• Manage complex calendars, including scheduling across multiple time zones, prioritizing meetings, and resolving conflicts.
• Coordinate executive travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.
• Prepare executives for meetings by assembling materials, agendas, briefing documents, and follow‑ups.
• Draft, review, and manage high‑level correspondence, presentations, and reports.
• Handle sensitive and confidential information with the highest level of discretion.
• Communicate professionally and effectively with senior leaders, board members, customers, and partners.
• Coordinate executive meetings, leadership off‑sites, board meetings, and special events.
• Track action items, deadlines, and follow‑ups to ensure commitments are met.
• Support execution of strategic initiatives by managing logistics, documentation, and timelines.
• Anticipate executive needs and proactively resolve issues before they escalated.
• Partner with departments across the organization to ensure alignment with executive priorities.
• Act as a central point of coordination for leadership initiatives and communications.
• Assist with special assignments as needed.
• May be required to perform tasks beyond those explicitly listed in this role.

Functional Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Minimum 10 years of experience supporting a President/CEO and Executive Leadership Team
• Proven experience working in a fast‑paced, complex, and dynamic environment.
• Exceptional organizational, time‑management, and multitasking skills
• Highly professional demeanor with strong executive presence
• Demonstrated ability to handle conflict, sensitive situations, and competing priorities with confidence and discretion.
• Outstanding written and verbal communication skills
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with collaboration tools.
• Ability to work independently, exercise sound judgment, and always maintain confidentiality.
• Experience supporting executives in logistics, transportation, supply chain, or operations‑driven organizations.
• Experience coordinating board meetings and senior leadership events.

Additional Requirements

• Ability to work 40 hours per week or more if required
• Ability to lift and/or carry up to 20 lbs. unassisted
• May require repetitive use of arms, hands, and fingers
• May require prolonged periods of sitting and/or driving throughout the workday
• Willing to travel to various job sites and other locations
• Valid driver's license and proof of insurability required when job duties require use of motor vehicle
• Requires exercising discretion in the decision‑making process and maintaining strict confidentiality concerning vendor, employee and company proprietary related information

EEO Statement

GLS is an Equal Employment Opportunity (EEO) employer and is committed to a diverse workforce. We welcome all qualified applicants to apply to GLS, and we strive to select the best qualified applicant for each position in our organization. Applicants will receive fair and impartial consideration without regard to race, sex, color, national origin, age, disability, veteran status, genetic data, gender identity, sexual orientation, religion or any other classification protected by federal, state, or local law. GLS complies with all laws and regulations relating to employment discrimination and is always committed to doing what is right.